Job summary
A vacancy has arisen within the reception team at YAS HQ, which we would like to offer as an 18-month Apprenticeship, leading to an NVQ Level 2 qualification in Customer Service. We are seeking a well-presented, polite, and helpful candidate to join our small, friendly, and capable reception team.
The candidate should not previously have undertaken a level 2 qualification in the same or similar field.
The successful candidate will be adaptable, able to turn themselves to a variety of diverse tasks, and help to maintain high, professional standards.
Main duties of the job
Front of house duties: meeting and greeting staff and visitors.
Connecting visitors with their site contacts.
Welcoming contractors, directing them to work locations, and issuing access passes when necessary.
Ensuring compliance with security processes, correct booking-in of all visitors etc.
Answering switchboard enquiries and routing calls internally.
Providing ad-hoc administrative services to other departments.
Processing meeting room booking requests, managing all incoming and outgoing post, including franking outgoing post and arranging occasional courier collections.
Managing incoming deliveries, ensuring all goods reach the correct person or locations as soon as possible.
Working toward the NVQ Customer Service qualification.
About us
Yorkshire Ambulance Service (YAS) NHS Trust geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities.We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.We employ more than 7,100 staff, who together with over 1,300 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service.Our ambition is to be an employer of choice, and we are continuously working across our partnership to improve our collective offer to staff in areas like health and wellbeing, benefits and flexible working incl. hybrid working.Benefits:o Flexible working including part-time hours, job shares and flexible hours, agile working (role dependant)o 27 days annual leave, increasing to 33 with service.o Contributory Pension.o NHS Discounts including shops, restaurants, gyms etc.o Car lease and other salary sacrifice schemes.o Dedicated employee assistance and counselling service.o Opportunities for research participation, career progression and ongoing development.o Well respected, committed and supported staff networks for our workforce.
Check out our YAS One Team Simulation! https://www.nwyhelearning.nhs.uk/elearning/yorksandhumber/yas/yasoneteam/index.html
Job description
Job responsibilities
The reception role at YAS HQ is very varied. The main focus of the role is the front-of-house reception service, greeting staff and visitors, making sure they are signed-in correctly, and connecting them with their site contacts quickly and efficiently.
The reception team also handle enquiries via the main switchboard, and via a shared reception mailbox.
As the role is based at Trust HQ, the successful applicant will find themselves, at times, engaging with senior staff and, very occasionally, some high-status visitors, therefore there is a need for a good standard of communication across a range of platforms.
A high standard of personal presentation is also important.
The reception team are responsible for sorting incoming post, where necessary making people, aware there are items to collect. The reception team are responsible for ensuring that incoming deliveries are collected promptly so as to prevent clutter and maintain a safe, pleasant environment in the reception area.
With three sites on the same industrial estate, the reception team also need to ensure goods are being delivered to the correct address and provide directions when necessary to ensure this.
Additional, basic administrative support for the Executive office will be required at times.
The reception team manage the franking, recording, and sending of all outgoing post from HQ. Additionally, they may also be required to arrange courier collections for some larger items.
Reception also maintains, and continually update, a parking permit database for staff at HQ, as well as producing and issuing permits, and these are key to enabling any parking issues on site to be dealt with quickly.
The reception team also offer practical assistance with any parking issues on site, by way of reference to this database.
Reception also has an administrative role in managing the room booking system for HQ, and process room booking requests for the staff on-site.
With access to a range of office equipment, such as laminators, binding machines etc. the reception team are often called-upon to assist with a variety of administrative tasks for other departments. As the natural first port-of-call for staff to report issues with onsite facilities, Reception also ensures all such faults and issues are reported to the Estates department for maintenance and repair.
No two days will be the same, and the successful candidate will need to be adaptable, both to managing conflicting demands in pressured situations, and making resourceful use of any time available when things are quieter.
Job description
Job responsibilities
The reception role at YAS HQ is very varied. The main focus of the role is the front-of-house reception service, greeting staff and visitors, making sure they are signed-in correctly, and connecting them with their site contacts quickly and efficiently.
The reception team also handle enquiries via the main switchboard, and via a shared reception mailbox.
As the role is based at Trust HQ, the successful applicant will find themselves, at times, engaging with senior staff and, very occasionally, some high-status visitors, therefore there is a need for a good standard of communication across a range of platforms.
A high standard of personal presentation is also important.
The reception team are responsible for sorting incoming post, where necessary making people, aware there are items to collect. The reception team are responsible for ensuring that incoming deliveries are collected promptly so as to prevent clutter and maintain a safe, pleasant environment in the reception area.
With three sites on the same industrial estate, the reception team also need to ensure goods are being delivered to the correct address and provide directions when necessary to ensure this.
Additional, basic administrative support for the Executive office will be required at times.
The reception team manage the franking, recording, and sending of all outgoing post from HQ. Additionally, they may also be required to arrange courier collections for some larger items.
Reception also maintains, and continually update, a parking permit database for staff at HQ, as well as producing and issuing permits, and these are key to enabling any parking issues on site to be dealt with quickly.
The reception team also offer practical assistance with any parking issues on site, by way of reference to this database.
Reception also has an administrative role in managing the room booking system for HQ, and process room booking requests for the staff on-site.
With access to a range of office equipment, such as laminators, binding machines etc. the reception team are often called-upon to assist with a variety of administrative tasks for other departments. As the natural first port-of-call for staff to report issues with onsite facilities, Reception also ensures all such faults and issues are reported to the Estates department for maintenance and repair.
No two days will be the same, and the successful candidate will need to be adaptable, both to managing conflicting demands in pressured situations, and making resourceful use of any time available when things are quieter.
Person Specification
Qualifications
Essential
- Educated to GCSE level C in English and Maths or equivalent (equivalent functional Maths and English can be undertaken as part of this apprenticeship)
- NVQ Level 2 Business Administration to be completed throughout apprenticeship provider.
- RSA/OCR Level 1 typing skills or equivalent experience
Experience
Essential
- Working knowledge of Microsoft Office (Excel and Word)
- Previous experience in a customer service environment and face to face 'customer' contact
Desirable
- Previous experience of reception work
- Previous experience of operating a switchboard/call-taking
Skills
Essential
- Be able to communicate both verbally and in writing clearly, concisely and courteously to users, suppliers and colleagues of all levels
- Able to adapt appropriately in a changing and developing environment
- Be self-motivated, self-confident, enthusiastic and able to work on own initiative and as part of a team
- Ability to operate a range of office equipment including franking machine, fax, shredder and photocopier
Person Specification
Qualifications
Essential
- Educated to GCSE level C in English and Maths or equivalent (equivalent functional Maths and English can be undertaken as part of this apprenticeship)
- NVQ Level 2 Business Administration to be completed throughout apprenticeship provider.
- RSA/OCR Level 1 typing skills or equivalent experience
Experience
Essential
- Working knowledge of Microsoft Office (Excel and Word)
- Previous experience in a customer service environment and face to face 'customer' contact
Desirable
- Previous experience of reception work
- Previous experience of operating a switchboard/call-taking
Skills
Essential
- Be able to communicate both verbally and in writing clearly, concisely and courteously to users, suppliers and colleagues of all levels
- Able to adapt appropriately in a changing and developing environment
- Be self-motivated, self-confident, enthusiastic and able to work on own initiative and as part of a team
- Ability to operate a range of office equipment including franking machine, fax, shredder and photocopier
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
